Office Management  

• Act as a first point of contact: dealing with correspondence and phone calls ensuring that our contact list is up to date. 
• Oversee office management, ensuring supplies and other necessities are stocked and maintained. 
• Manage the reception of customers, partners and other stakeholders. 
• Manage the meeting room bookings as well as other shared facilities, including those consumed by partner companies and individuals. 

Administration 

• Plan and maintain the calendar of major company and project-based events considering staff obligations and schedules.  
• Support C-suite administrative functions as needed i.e., filing, managing databases, running errands, conducting research and compiling reports, stakeholder communications, meal arrangements as well as travel, transport, and accommodation coordination etc. 
• Provide logistical support to staff as needed. 
• Proactively identify operational bottlenecks, inefficiencies, and areas for improvements and give recommendations for considered implementation to enhance workflows and productivity. 

Procurement 

• Liaise with relevant internal and external suppliers and service providers in ensuring smooth operations of all organization’s projects/activities. 
• Where necessary, follow up on and supervise office maintenance and renovation activities.  
• Keep and update the pre-approved supplier list considering pricing, quality, past experiences, reliability and cultural fit. 

Finance (maternity cover) 

• Make correct bookings of all the invoices and receipts in Odoo as instructed by the Finance Lead. 
• Keep and update both physical and electronic records of all company financial affairs. 
• In liaison with the Finance Lead, ensure that the Books of Accounts are updated.  
• Perform any other duties and responsibilities which may be assigned by the management from time to time and which are related to the achievement of Elewa’s mission and vision. 

Qualifications

Knowledge, skills, and abilities may have been acquired through a combination of formal schooling, self-education, and prior experience or on-the-job training.  

• Cultural fit as per our Core Values is a MUST. 
• Relevant certification in business-oriented fields.  
• 4+ years’ experience.  
• Professionalism, integrity, and the ability to manage confidential data. 
• Outstanding written and verbal communication with superb interpersonal and negotiation skills with the ability to coordinate across teams. 
• Demonstrated creativity, problem-solving, analytical, and numerical skills.  
• Proficiency with using MS Excel, Word and PowerPoint. 
• Strong organizational and multitasking abilities with a keen eye for detail. 
• Proficiency in using ERP systems (experience with Odoo is an added advantage). 
• Must be able to self-manage.